Xavier University
SCT Banner LEAP Implementation
Data Standards
Guidelines for
Data Standards, Data Integrity and Security
Prepared by: Xavier University
Banner Data
Standards Team
Version: 1.006
Last Revision Date: October 10, 2008
Create Date: April 3, 2003
Data Standards
Table of Contents
1
DATA INTEGRITY............................................................................................... 4
1.1
1.2
1.3
1.4
1.5
1.6
1.7
2
DATA CHANGE RULES ................................................................................... 10
2.1
2.2
3
PURPOSE .................................................................................................. 4
ADMINISTRATIVE RESPONSIBILITY ............................................................... 4
ACCESS TO XAVIER UNIVERSITY DATA ........................................................ 5
INFORMATION ACCESS DEFINITIONS ............................................................ 6
SECURED ACCESS TO DATA ....................................................................... 6
DATA OWNERS .......................................................................................... 8
DATA CUSTODIANS .................................................................................... 8
RULES FOR CLEAN AND ACCURATE RECORDS ........................................... 10
DATA REQUIRED FOR NEW RECORDS ......................................................... 11
GENERAL PERSON INFORMATION ............................................................... 11
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
PERSON NAME SEARCHES ........................................................................ 12
IDENTIFICATION NUMBER STANDARDS ....................................................... 12
NAME STANDARDS ................................................................................... 13
3.3.1 Last Name................................................................................................ 14
3.3.2 First Name ............................................................................................... 14
3.3.3 Middle Name ........................................................................................... 15
3.3.4 Prefixes .................................................................................................... 15
3.3.5 Suffixes .................................................................................................... 16
3.3.6 Name Types [GTVNTYP] ........................................................................ 16
3.3.7 Preferred (First) Name (Optional) .......................................................... 16
3.3.8 Legal Name (Optional)............................................................................ 17
3.3.9 Non-Person Name/Vendor ...................................................................... 17
ADDRESS STANDARDS ............................................................................. 17
3.4.1 Street Standards ...................................................................................... 18
3.4.2 Abbreviations for Street Designations .................................................... 18
3.4.3 Unit Numbers such as Apartment, Building, Suite, etc. .......................... 19
3.4.4 Sources for additional information ......................................................... 19
3.4.5 Xavier Addresses ..................................................................................... 20
3.4.6 City Standards ......................................................................................... 20
3.4.7 County [STVCNTY] ................................................................................. 21
3.4.8 State Standards [STVSTAT] .................................................................... 21
3.4.9 Zip Code Standards ................................................................................. 21
3.4.10 Nation Codes [STVNATN] ...................................................................... 22
3.4.11 Military Address ...................................................................................... 22
3.4.12 Telephone numbers ................................................................................. 22
3.4.13 International telephone numbers............................................................. 23
EMAIL [GTVEMAL] .................................................................................. 23
DATE STANDARDS ................................................................................... 24
BIRTH DATE STANDARDS.......................................................................... 24
CONFIDENTIAL INFORMATION INDICATOR STANDARDS ................................ 24
CITIZENSHIP TYPE STANDARDS [STVCITZ] ............................................... 24
GENDER CODE STANDARDS ..................................................................... 25
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3.11
3.12
3.13
3.14
3.15
3.16
ETHNIC CODE STANDARDS [STVETHN].................................................... 25
MARITAL CODE STANDARDS [STVMRTL] .................................................. 27
RELIGION CODE STANDARDS [STVRELG]................................................. 27
LEGACY CODE STANDARDS [STVLGCY] ................................................... 28
VETERAN INFORMATION [STVVETC] ........................................................ 28
DECEASED INFORMATION ......................................................................... 28
APPENDIX 1 – PREFIXES, SUFFIXES AND SALUTATIONS ..................................... 30
APPENDIX 2 - ADDRESS TYPES [STVATYP] ............................................................ 35
APPENDIX 3 - PHONE TYPES [STVTELE] ................................................................. 37
APPENDIX 4 – OHIO COUNTY CODES [STVCNTY] ................................................... 39
4
APPENDIX 5 – UNIVERSITY RECORDS ......................................................... 40
APPENDIX 6- LETTER GENERATION TABLES ......................................................... 42
APPENDIX 7- DOCUMENT HISTORY.......................................................................... 43
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1 Data Integrity
1.1
Purpose
These guidelines provide recommendations for establishing measures for the protection,
access, and use of Xavier University data that is electronically maintained on the Banner
ERP system and on all satellite systems which interface with Banner. The guidelines
define the responsibilities of users who input and access that data. Divisions/departments
may have individual guidelines that supplement, but do not replace or supersede these
guidelines.
1.2
Administrative Responsibility
By law, certain data is confidential and may not be released without proper authorization.
Users MUST adhere to any applicable federal and state laws as well as Xavier University
policies and procedures concerning storage, retention, use, release, and destruction of
data. These policies are outlined in the Xavier University catalog, under “Privacy
Rights”.
Students’ records are protected by the Family Educational Rights and Privacy Act of
1974 (FERPA). Access to these records is restricted to those with an “educational need to
know” or those who have the express consent of the student. This protection does not
expire when a student leaves Xavier. In addition, FERPA allows for certain information
to be defined as “directory information”. This information may be publicly released,
unless the student requests nondisclosure (or “privacy hold”). At Xavier, “directory
information” includes; the student's name, all addresses (including email) and telephone
listings, major field of study, number of hours registered and full or part-time status, class
standing (freshman, sophomore, junior, senior, graduate), participation in officially
recognized activities and sports, weight and height of members of athletic teams, dates of
attendance, degrees awarded and total hours earned, special honors and awards, and the
most recent previous educational agency or institution attended by the student.
Data is a vital asset owned by Xavier University. All institutional data, whether
maintained in the central database or copied into other data systems (e.g. personal
computers) remains the property of Xavier University. Access to data is not approved for
use outside a user’s official Xavier University responsibility. Data will be used only for
legitimate Xavier University business. Information is not to be distributed beyond a
user’s office without authorization by the appropriate administrator or supervisor.
Distribution beyond the university requires permission of the corresponding data
custodian(s).
Sensitive information which resides on desktop or portable machines should be encrypted
or password protected to prevent access and distribution.
As a general principle of access, the Xavier University data (regardless of who collects or
maintains it) will be shared among those employees whose work can be done more
effectively by knowledge of such information. Although Xavier University must protect
the security and confidentiality of data, the procedures allow access to data must not
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unduly interfere with the efficient conduct of Xavier University business. Individuals
working remotely must take special care to maintain security. The intended use is always
temporary and must never be permanently stored.
Individuals with administrative or supervisory responsibilities will ensure that, for their
areas of accountability, each user is trained regarding user responsibilities. As part of
that training, each user will read, understand, and agree to abide by the stipulations
in this document. Users further agree to remain current with any changes.
Individuals with administrative or supervisory responsibilities will ensure a secure office
environment with regard to all Xavier University data systems. Individuals with
administrative or supervisory responsibilities will determine the data access requirements
of their staff as it pertains to their job functions based upon classification before
submitting an Access Request Form. See discussion of roles in Section 1.5.
All procedures and data systems owned and operated by Xavier University will be
constructed to ensure that:
1.3
1.
All data is input accurately.
2.
Accuracy and completeness of all data is maintained.
3.
System capabilities can be re-established after loss or damage by
accident, malfunction, breach of security, or natural disaster.
4.
Breaches of security can be controlled and promptly detected.
5.
All critical data is archived.
Access to Xavier University Data
Below are the requirements and limitations for all Xavier University divisions/departments to follow in obtaining permission for inquiry and update access to the Xavier
University’s data. All users must understand that data security and accuracy is every
user’s responsibility.
Users are responsible for understanding all data elements that are used. If a user does not
understand the meaning of a data element, the user should consult his/her supervisor or
the appropriate Data Custodian (see the Data Custodian section). Users MUST protect all
Xavier University data files from unauthorized use, disclosure, alteration, or destruction.
Users are responsible for the security, privacy, and management of data within their
control. Users are responsible for all transactions occurring during the use of their
log-in identification (ID) and password. Users are not to loan or share access codes
with anyone. If it is found that a user is loaning or sharing their access codes, he or she is
subject to disciplinary action, up to/or including termination. No global accounts will be
permitted. However, departmental e-mail accounts may exist.
Individuals with administrative or supervisory responsibilities MUST request access
authorization for every user under their supervision by completing and submitting a
Access Request Form to the required Data Custodian. The Data Custodian will review the
request and may approve or deny the request. Once the request is approved, the request
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form will be forwarded to the Security Administrator for processing. If the request is
denied, the division/department head may follow the established appeals procedure.
Under no circumstances will access be granted without the signature of the individuals
with administrative or supervisory responsibilities and the Data Custodian or a reversal
through the appeals procedure (see below).
The Access Request Form and instructions for completing it are contained in separate
documents. Both may be found through the Data Standards link on the Employee
Services tab of the portal The user’s signature on the Access Request Form signifies
his/her agreement to abide by all data standards.
If a user is denied access to the system by the Data Custodian, the user can appeal the
decision by writing a request for review of the decision to the Administrative Information
Technology Committee (AITC.) The request for review should include the following
information:
1.
2.
3.
A description of the specific data access requested
Justification for access to the data
The name of the Data Custodian who denied access to the data
The AITC will contact the Data Custodian for a written explanation of why access was
denied. The AITC will consider the information and either uphold the Data Custodian’s
decision to deny access, or overrule the Data Custodian and permit access. The AITC’s
decision will be final. The AITC’s written decision and justification will be permanently
kept in the office of the Banner Security Administrator. Copies will be forwarded to the
user and the Data Custodian.
The Data Custodian will work together with Human Resources in order to make access to
Banner, its satellite systems and other resources as smooth as possible for new
employees. Every employee should have immediate access to email, voicemail, personal
computer accounts and Banner “self-service” components at day of hire. Greater access
to Banner generally will be obtained only after appropriate training.
1.4
Information Access Definitions
“Inquiry-only” access enables the user to view, analyze, but not change, Xavier
University data. If data is downloaded to a personal computer or other device that data
must not be altered. Downloaded data must be used and represented responsibly and
accurately. If any data is downloaded for the purpose of generating reports, the report
must be clearly labeled as “unofficial”, except as authorized by the Data Custodian.
“Update” access provides both inquiry and update capabilities. Update capability is
generally limited to users directly responsible for the collection and maintenance of the
data.
1.5
Secured Access to Data
Banner roles (classifications) will be established based on job function such as
registration clerk, faculty, cashier, etc. Specific capabilities will be assigned to each
classification. For example, the registration clerk would have update access to
registration, but only inquiry to student accounts. Each user will be assigned a
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classification or possibly several classifications, depending on their particular needs as
established by their division/department head or his/her designee or approved by the Data
Custodian(s).
A list of available roles and their functions will be made available on-line. This list will
be a dynamic document that will not be given out in hardcopy form to ensure that
everyone has access to the most current list. Changing roles may alter access.
The following procedures will be used to establish an ID and password for the Banner
ERP System:
1.
The employee will participate in Banner training. Basic navigation
training is the responsibility of the employee and may be obtained either
through on-line tutorials or during regularly scheduled sessions.
Knowledge of basic navigation is a prerequisite for position related
training. At the completion of training, the Banner Trainer will send a
memo with the trainer’s signature or email to the Banner Security
Administrator indicating who has complete what type of training. The
trainer will give the employee an Access Request Form to be filled out
by the employee’s division/department head or designee.
2.
All fields are required on the Access Request Form in order to receive a
Banner Account. After the employee’s division/department head or
designee has determined the appropriate roles the user is to be assigned,
has approved the access and completed the form, the form is sent to the
Data Custodian(s) for approval. Data Custodians do not need an
authorizing signature for access to their own data. The Data Custodian
sends the Access Request Form to the Banner Security Administrator.
3.
New employees must sign-off stating that they have read the Data
Standards document. This will reside in their personnel file.
4.
The Security Administrator creates a unique Banner Account for the
employee and adds the account information to GUAIDEN. In the case an
account already exists, new authorizations will be added.
5.
The Security Administrator notifies the employee of his/her Banner
Account. Immediately upon login, the employee will need to change the
password on GUAPSWD. Passwords must be a minimum of four
characters, cannot begin with a number, and cannot contain special
characters.
6.
Whenever an employee changes a password, he or she will be presented
with a reminder of responsibilities regarding security and will be
required to acknowledge that he or she has read and accepted this
statement.
7.
If a user forgets his/her password, he/she must contact the Helpdesk in
person and present appropriate identification. Since the passwords are
encrypted, the Helpdesk cannot read the old password and must issue a
new one. No user ID or password information will be transmitted via
campus mail, fax, telephone, email or other electronic means excepting
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the following method. A user’s current password may be obtained
through proper electronic authentication via the portal.
8.
1.6
Upon termination of employment, all role access to Banner and related
systems ceases immediately. Continuation of certain services may
remain for retirees. It is the responsibility of Human Resources to notify
the system administrator of terminations.
Data Owners
Data Owners are those who, by virtue of their position at Xavier University, have the
authority to appoint data custodians. As such they have ultimate responsibility for the
security, accuracy and confidentiality of data within their areas of accountability. Data
Owners generally will delegate responsibility to Data Custodians for the management of
data (including granting inquiry, entry and update data privileges, and defining business
processes.) The responsibility for maintaining and controlling Banner validation and rules
tables resides with the Data Owners. Data Owners must review all denials for data access
and affirm or override the denial decision prior to user notification.
It is expected that Data Owners be members of the AITC. Since the members of the
AITC represent satellite systems, they should likewise be designated as data owners for
those systems as well. See Section 1.7.
Area of Responsibility
Advancement
Finance
Financial Aid
Human Resources/Payroll
Student
Banner General
Satellite systems
1.7
Data Owner
AITC Representative for Institutional
Advancement (Susan Abel)
AITC Representative for Finance (Tom
Cunningham)
AITC Representative for Financial Aid
AITC Representative for Human Resources
(Kathy Riga)
AITC Representative(s) (Allen Cole)
AITC Representative ()
Corresponding AITC Representative
Data Custodians
A Data Custodian is the individual designated by the Data Owner to be responsible for
management of data. Each Data Custodian is automatically a member of the Data
Standards Committee.
The Data Custodian may make data within his/her charge available to others for the use
and support of the office or department’s functions. Before granting access to data, the
Data Custodian must be satisfied that protection requirements have been implemented
and that a “need to know” is clearly demonstrated. By approving user access to Xavier
University data, the Data Custodian consents to the use of that data within the normal
business functions of administrative and academic offices or departments.
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Data Custodians are responsible for the accuracy and completeness of data files in their
areas. Misuse or inappropriate use by individuals will result in revocation of the user’s
access privileges. Data Owners are also responsible for the maintenance and control of
Banner validation and rules tables. These tables, and processes related to their use, define
how business is conducted at Xavier University.
In addition custodians of the Banner modules, there are also data custodians for the
various satellite systems.
Xavier University Data Custodians
Area of Responsibility
Ad Astra, Diploma
ARMS
Banner Advancement
Smart Call
Banner Finance System
Banner Financial Aid System
Banner Human Resources System
Payroll
Banner Student System
Admissions
Banner Student Receivables
Recruitment Plus
Blackboard, Innovative, etc.
Breeze
Campus ID Card
Food Service
Housing
MapCon
Portal
Post Office
PREP
Printing Services
Xavier University
Data Custodian
Registrar (Mary Alyce Orahood)
Police Chief (Mike Couch)
Manager of Records and Reporting (Mary Pranger)
Budget Director(Kara Feltrup)
Associate Director of Financial Aid (Alan Cole)
Assist. VP of Human Resources (Kathy Riga)
Payroll Manager (Suzanne Leiker)
Asst. Registrar (Mary Alyce Orahood)
Director of Enr. Mgmt. & Comm. (Jo Ann Plunkett)
Bursar (Bob Becks)
Assoc. Director of Admissions (Jo Ann Plunkett)
Asst. Dir. Collections & System Services ( )
Cintas Manager
Assistant Director Auxiliary Services
Assoc. VP of Financial Administration
Residential Systems Manager (Sandi Schubert)
Facilities Manager (Bob Sheeran)
Manager of Post Office ()
Director of Retention Services (Adrian Schiess)
Printing Services Manager
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2 Data Change Rules
The following rules govern which office makes name, identification number, date of
death, address, and/or telephone number (shared general person) changes to student,
employee, financial aid recipient, vendor, or alumni records in the integrated
administrative information system. Users must take care when updating information, such
as adding a new address, to end-date the previous entry.
Changes should all be documented. Relevant documents should be photocopied or
scanned.
These rules are subject to changes as new procedures are defined and implemented.
If the person is a/an:
Employee or Employment Applicant
Only
Student Employee
Student, Student Recruit or Student
Applicant Only
Financial Aid Applicant Only
Vendor Only
Donor and Vendor
Alumni and Student
Student and Financial Aid Recipient
Vendor and Student and/or Financial
Aid Recipient
Alumni or Constituents who don’t
fall into any other category
Then:
Human Resources can make the change with appropriate
documentation.
Career Services can make the change with the appropriate
documentation.
Admissions, Recruiting, or Registrar can make the change
with appropriate documentation.
Financial Aid can make the change with appropriate
documentation.
Purchasing or Accounts Payable can make the change
with appropriate documentation.
Purchasing, Accounts Payable or Advancement can make
change with appropriate documentation. Name changes
require consultation among departments.
The Registrar or Advancement can make the change with
the appropriate documentation.
Financial Aid, Admissions, or Registrar can make the
change with the appropriate documentation.
Financial Aid, Admissions, or Registrar can make the
change with the appropriate documentation.
Advancement can make the change with the appropriate
documentation.
Note: Once an individual is an employee, he or she remains designated as such in Banner.
It is expected that anyone with the ability to change records do so using good judgment.
For areas other than Human Resources, verify that the individual has not been employed
by Xavier for at least two years and certainly not in the current year.
2.1
Rules for Clean and Accurate Records

Search first. Before you create a new record for a person or organization, you
MUST conduct an ID and name search to make sure that person or organization has
not already been entered in the Banner database. Each user in every office MUST
conduct a thorough search to prevent entering a duplicate record.

Duplicate records. A duplicate record usually cannot be removed. Known duplicate
records present within the system can be identified by the Last Name field containing
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DO NOT USE --- USE <lname> and a period in the First Name field. In addition, on
the current name record one will find NAME TYPE = DUPL.
2.2

Duplicate resolution procedure. In the event you have identified a duplicate, report
this fact to the data custodian. Under no circumstances should you attempt to correct
the records. The custodian will convene a meeting of appropriate parties to determine
the course of action. It is recommended that all information be deleted from a record
marked as “DO NOT USE.”

Data changes. Make data changes ONLY when you have that authority and when
you follow the procedures established by the Data Custodian of that data you want to
change.

Remember – some data fields have specific data entry rules. See the specific section
under General Person Information for those data entry rules.

The pound sign (#) and percent sign (%) should not be used in any data field because
they may cause Oracle database errors.
Data required for new records
The minimum data necessary to create a new entity (person or organization) in the
Banner system is a name. Contact information is mandatory. This is at least one of the
following.



Postal address
Email address
Telephone number
However, to meet data needs and to ensure data integrity and accurate record keeping, it
is most beneficial to have some of the following components for persons as well:





Gender
Birth date
Social security number
Race
Citizenship or visa status
Other areas may have their own requirements.
3 General Person Information
The following guidelines should be adhered to for all person records added to the Banner
system. Note that the following offices can create new records: Internal Operations
of Advancement, Accounts Payable and the Director of Financial Services, Bursar,
Admissions, Registrar and Financial Aid.
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3.1
Person name searches
Before you create a new record for a person or organization, you must conduct an
ID and name search to insure the person or organization has not been created
previously in the Banner database. All employees must conduct a thorough search
to prevent the creation of a duplicate record.
It is very difficult to effectively align all subsequent transactions under the proper single
ID if a duplicate record is ever created. Careful searching will prevent the duplication of
duplicates.




3.2
Type in the name to be searched using the % (wildcard) to broaden the search.
For example, to find John McDonald one can query as “McDonald” or “Mc
Donald” or “M%c%Donald.” This latter would return McDonald, MacDonald,
Mc Donald, Mac Donald, among potentially others.
When the list of possible names is returned for a person, use other information to
restrict the search (gender, birth date, SSN, ID number, etc). Remember to search
for both full and common versions of names – for example, William and Bill.
Remember to search using the middle name field. For example, to find J. Richard
Smith search for Richard in the Middle name field.
The safest way to search on name is to include the wildcard at the beginning and
at the end of the name entered.
Identification Number Standards
The following identification numbers will be used:
Person
Use the identification number generated by the system on any
Identification Form (xxxIDEN). The SSN must be entered on the
General Person Form (xxxPERS).
Non-Person
Use the system generated ID number. Be aware of the exceptions noted
below.
The generated ID will be a 9 digit sequence of digits beginning with 0 (zero).
Alternate IDs
Xavier IDs imported from the old system are prefixed with XU. In order to support
Agilon, PKIDs imported from Recruitment Plus are prefixed with RU or RG for
undergraduate and graduate students respectively.
Exceptions for certain non-persons. Electronic loan processing requires that Banner
IDs be of a special form for these entities used by financial aid and finance. IDs are all
left-justified in the field.
Lenders
Guarantors
Disbursing agents
Xavier University
123456
123
123456
6 digits
3 digits
6 digits
No zeros
No zeros
No zeros
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3.3
Name Standards
In all cases the full legal name should be recorded as the current name. The official
forms of all data collection instruments used by the university should encourage the use
of the full legal name, that is, first, middle and last names written in full. Names should
be recorded exactly as the holder wishes it to appear. For all employees and recipients of
financial aid, this must be the name as it appears on the individual’s Social Security card.
Given that persons have maintained the appropriate updates with other agencies, the legal
person name and the social security card name should be the same. Required federal
reporting to the Department of Education, the Internal Revenue Service, and other federal
and state agencies require that persons provide their social security number and social
security card name.
When entering an SSN for the first time, try to obtain the birthdate as well.
Be aware that some individuals for whom the SSN is not required may request for
privacy reasons that their social security number not appear. In order that Xavier conduct
its business most efficiently, these individuals may be identified by an SSN of the
following form – five digits followed by four x’s, such as 12345xxxx. Such SSNs are not
errors.
Under no circumstances alter an existing SSN unless authorized to do so..
Informed professional judgment must be used to determine what constitutes a name
correction rather than a name change. In a name correction, the current name is “typed
over,” no previous or alternate name record is kept and no documentation is required.
The following chart summarizes policies and procedures for making name changes for
person and non-person entities in Banner.
Person/Non-person
Employee (faculty/staff/student worker) –
whether or not any other record type exists.
Student.
Current employees and current student
employees must follow the procedure above.
Accounts Payable Vendors
Xavier University
Procedures
Human Resources will make the change except
for student employees. Student records are
changed by Student Employment. Use Name
Change Form and require presentation of
Social Security Card. A Passport or Social
Security Application Receipt is required for
non-US citizen student workers only. See
Name Change Form for procedures.
University Registrar or Advancement, if the
student is an alumnus, may make changes. Use
Name Change Form and require one of the
following: Social Security Card, Marriage
license or certificate, court order document,
driver’s license, passport. See Name Change
Form for procedures.
Accounts Payable or Purchasing staff will
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Admission recruit or applicant, not a current
student or employee.
Alumni or constituent (no current employee
record type exists)
make change if no other record exists for the
vendor. If a donor, Advancement will consult
with Accounts Payable and Purchasing.
Admitting office may change upon request of
individual.
Advancement will make change upon request
of constituent. Advancement may create a new
current name based upon a newspaper
announcement or similar record only if this
new name is verified through property, voter or
credit records. Otherwise the new name must
be stored in an alternate field.
3.3.1 Last Name
All information is to be entered using mixed case (standard combination of upper and
lower case letters). Enter the legal spelling and format of the last name as supplied by the
person.
Hyphens may be used to separate double last names (sometimes used in ethnic names or
by persons who wish to utilize their maiden and married names). Some judgment must be
used to appropriately parse names. In general, if there are two last names that are not
hyphenated (e.g. Monica Lou Creton Quinton), Monica would be input as the first name,
Lou would be input as the middle name and Creton Quinton would be input as the last
name.
Spaces are permitted if the legal spelling and format of the name includes spaces.
Examples: Mc Donald, Mac Phearson, St. John, Del la Rosa, Van der Linder.
No spaces should appear before or after hyphens or apostrophes.
Do NOT use titles, prefixes, and suffixes in the last name.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
Note: When a new person is being entered into Banner and that new person has a
previous name that is deemed necessary to be recorded, enter the previous name into the
system first and commit the record. Now enter the current name and commit the record.
The previous name will now appear in the previous identification block.
3.3.2 First Name
All information is to be entered using mixed case (standard combination of upper and
lower case letters). Enter the legal spelling and format of the first name as supplied by the
person. If no first name exists put a period in this field.
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Data Standards
Employees must have a full first name. Never enter nicknames as a first name. Any
single character first name should be entered and followed by a period. In those cases
where a single character first name is designated as the first name and followed by a
middle name, place the single character in the first name field and the middle name in the
middle name field.
Hyphens MAY be used to separate double first names.
Spaces are permitted if the legal spelling and format of the name includes spaces (e.g.
Mary Ann, Bobby Joe).
Do NOT use titles, prefixes, or suffixes in the first name field.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
3.3.3 Middle Name
All information is to be entered using mixed case (standard combination of upper and
lower case letters). Enter the full legal middle name or, if not available, the middle initial
as supplied by the person. In the case of a Roman Catholic Cardinal, Cardinal may be
used as the middle name. If no middle name exists, leave the field blank.
Hyphens MAY be used to separate double middle names.
Spaces are permitted if the legal spelling and format of the name includes spaces.
Do NOT use titles, prefixes, or suffixes in the middle name field.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
3.3.4 Prefixes
The default for this field is blank. Enter a prefix only if requested or provided. Prefixes
are to be entered using mixed case (standard combination of upper and lower case
letters). Enter the prefix in the prefix field, not in the first, middle, or last name fields. A
professional prefix cannot appear with a professional suffix. Below are examples of the
more commonly used prefixes and recommended abbreviations.
Consult Appendix 1 for a more extensive guide to prefixes, suffixes and salutations.
Abbreviation
Mr.
Mrs.
Ms.
Miss
Dr.
Hon.
Xavier University
Description
Mister
Madam/Missus
Ms
Miss
Doctor
Honorable
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Rev.
Sr.
Fr.
Bro.
Reverend
Sister
Priest/Father
Brother
3.3.5 Suffixes
The default for this field is blank. Enter values only if requested or provided. All suffix
codes are to be entered using mixed case (standard combination of upper and lower case
letters). Enter the suffix in the suffix field, not in the last name field. Below are examples
of commonly used suffixes and recommended abbreviations. The suffix field is not
included on printed payroll checks and tax reports.
Consult Appendix 1 for a more extensive guide to prefixes, suffixes and salutations.
Abbreviation
Sr.
Jr.
II
III
PhD
Description
Senior
Junior
The Second
The Third
Doctor of Philosophy
3.3.6 Name Types [GTVNTYP]
Current names are not associated with a name type. Previous or alternate names should
be associated with the appropriate name type. (This field does not display on Human
Resources forms)
Abbreviation
BRTH
CORR
DBA
DUPL
LGCY
MRRD
NICK
NSTD
PREV
PROF
Description
Birth or Maiden Name
A corrected name
Doing business as
Reserved for identification of duplicates.
Legacy. For conversion only. DO NOT USE.
Married
Nickname
Name as student
Previous Name
Professional
3.3.7 Preferred (First) Name (Optional)
Preferred first name should be entered into the preferred first name field (e.g.,
Christopher Paul Smith). If ‘Paul’ were what the person goes by, then ‘Paul’ would be
entered into the preferred name field. Enter Jim for James or Chris for Christine if such a
name were preferred. Likewise, enter the middle name if this is preferred over the first
name.
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Do not enter nicknames. These should be entered in the NICK field. All information is to
be entered using mixed case (standard combination of upper and lower case letters). Enter
the legal spelling and format of the preferred first name as supplied to you by the person.
If no preferred name is given, leave the field blank.
3.3.8 Legal Name (Optional)
If the person’s name differs from the name on his/her SSN card and the individual is not
an employee, the Financial Aid Office should use this field to store the different SSN
name.
3.3.9 Non-Person Name/Vendor
All information is to be entered using mixed case (standard combination of upper and
lower case letters). Acronyms are an exception. See the acronym section below. Enter the
vendor’s name as supplied to you by the vendor. If possible, the name should be that
obtained from the vendor’s W9 or associated with the Tax ID number.
Hyphens may be used to separate double names.
Spaces are permitted if the legal spelling and format of the name includes spaces. Spaces
should be used if the name of the company is derived from the initials of a person’s
name. For example, use A G EDWARDS not AG EDWARDS.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
The ampersand (&) can be used only when part of a formal name (e.g., Baltimore & Ohio
Railroad). Use ‘and’ in all other cases.
Abbreviations are allowed for Co., Corp., Ltd. or Inc. when used after the name of a
corporate entity. All other forms of abbreviations should not be used for the corporate
entity name.
Do not use a period or comma in the name except in abbreviations such as those given
above.
Acronyms – Companies that are recognized by their acronyms should be entered using
their acronym (e.g., IBM, SCT, and ITT).
3.4
Address Standards
The Mailing Address must be populated when a company or business is added to the
system. What the postal service reports as address is standard. The rare exception may
be made if a person insists on a variation. Multiple addresses can be entered for a person
or vendor using different address types. Follow the procedures established by your
department for address entries. Address standards have been established cooperatively so
that address types are used consistently. Department specific standards should be
recorded with the Data Standards committee. Use the appropriate address typed code
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Data Standards
from STVATYP. See the Appendix II: Address Type and Appendix III: Phone Type for a
list of standard types and their descriptions.
International students must have street addresses.
3.4.1 Street Standards
All information is to be entered using upper and lower case letters.
The first address line is always required.
Hyphens and slashes may be used when needed for clarity or designated fractions.
Do NOT leave blank lines between street lines.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors.
‘In Care of’ should be entered as ‘c/o’. Do NOT use the % sign or spell out ‘in care of’.
The address format allows three lines of street address information. If a separate street
address and PO Box number address need to be maintained, enter them as two separate
address types.
Example:
Information Given
John F Smith
PO Box 2351, 1379 NW Pine
Portland, OR 97203
Mailing Address
John F Smith
PO Box 2351
Portland, OR 97203
Home Address
John F Smith
1379 NW Pine
Portland, OR 97203
If the address has more than one line, those lines should go from specific to general. For
example, go from apartment number to street number or place the apartment number on
the same line as the street address.
Mr. John Smith
Apt. 5
100 Major St.
New York, NY 10001
Mr. John Smith
100 Major St. Apt. 5
New York, NY 10001
3.4.2 Abbreviations for Street Designations
Street designations should follow the standard US Post Office standards with the
exception that punctuation will be used.
ABBREVIATION
Ave.
Blvd.
Xavier University
STREET SUFFIX
Avenue
Boulevard
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Br.
Ctr.
Ct.
Cir.
Dr.
Est.
Hwy.
Ln.
Pkwy.
Pl.
Rd.
Sq.
Sta.
St.
Ter.
Trl.
Way
Branch
Center
Court
Circle
Drive
Estate
Highway
Lane
Parkway
Place
Road
Square
Station
Street
Terrace
Trail
Way
3.4.3 Unit Numbers such as Apartment, Building, Suite, etc.
The pound sign (#) and percent sign (%) should not be used because they may cause
ORACLE database errors. Replace # with No. Enter addresses as given in regard to using
Apt., Ste, Unit etc. If no word such as Apt. or Suite is given for an address in a multi-unit
building, then use the word Unit to designate it. Note too that it is often necessary to
designate the building as well as the unit number in apartment complexes.
For example,
Mr. John Smith
Apt. No. 5
200 Main St.
New York, NY 10001
3.4.4 Sources for additional information
Several US Postal Service publications deal with addressing standards. The most
comprehensive and accessible publication is Postal Addressing Standards, Publication 28.
This is available from the US Postal Service as well as in a pdf format on the WWW at
http://pe.usps.gov/cpim/ftp/pubs/pub28/pub28.pdf
The US Postal Service National Customer Support Center provides extensive address and
zip code information:
http://www.usps.gov/ncsc/
The Canadian Postal Service (Canada Post) also offers a useful web site:
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Data Standards
http://www.canadapostca/CPC2/menuO1.html
3.4.5 Xavier Addresses
All information is to be entered using mixed case (standard combination of upper and
lower case letters). Do NOT abbreviate unless you are limited by space.
Be aware that on-campus student housing includes only Buenger, Brockman, Husman,
Kuhlman Halls, and the Commons. Mail to all other student housing such as the Village
and houses passes through the US Postal System.
On Campus mail
Student:
Name
On Campus Student
ML xxxx
Faculty & staff: Name
Department name
ML xxxx
Xavier Village
Name
Apt. xxxx
1401 Dana Ave.
Cincinnati OH 45207
Incoming Mail Standards
Student: Mail Location number and student assigned Zip+4 required.
Name
Xavier University ML xxxx
3800 Victory Parkway
Cincinnati, OH 45207
Faculty & staff: Assigned department Zip+4 number required.
Name
Department Name
3800 Victory Parkway
Cincinnati, OH 45207-xxxx
Xavier Village Residents:
Name
Apt. xxxx
1401 Dana Avenue
Cincinnati, OH 45207
3.4.6 City Standards
The United States Postal Service offers Address Information System (AIS) products
which may be used to automate addressing. The City State Product is a comprehensive
list of zipcodes with corresponding city and county names.
Banner may be configured to automatically enter the city name when a zip code is
entered. This is the preferred method of entering the city name. If the preferred name
which defaults is not correct, it is acceptable to change the city to the actual city name.
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For example, when entering the zip code 63103, the city will default as St. Louis, but
could also be the city of Brentwood.
Spell out city names whenever possible. All information is to be entered using mixed
case (standard combination of upper and lower case letters). Do NOT abbreviate unless
you are limited by space.
3.4.7 County [STVCNTY]
The AIS product is described in 3.4.6.
Banner may be configured to automatically enter the county name when a zip code is
entered. This is the preferred method to enter the county name. The county code follows
the 3-digit Federal Information Processing Standards (FIPS).
Financial aid requires that the county codes conform to those used by the state of Ohio.
3.4.8 State Standards [STVSTAT]
The AIS product is described in 3.4.6.
Banner may be configured to automatically enter the state name when a zip code is
entered. This is the preferred method of entering a state name. Otherwise, select the
correct codes defined in STVSTAT. State codes must be entered for all US and Canadian
addresses.
Canadian Provinces are entered in the State/Province field, not in the City field. Canadian
provinces include Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland,
Northwest Territories, Nova Scotia, Ontario, Prince Edward Island, Quebec,
Saskatchewan and Yukon. Each has its own entry into the State field. Canadian addresses
must include the city in the City field and the Province in the State field.
3.4.9 Zip Code Standards
Zip codes MUST be entered for all United States and Canadian addresses.
United States – Enter the 5- digit zip code. When the 9-digit zip code is available, place
a hyphen between the first 5 and last 4 digits.
Canadian – Enter the six character zip code with space after first three characters.
International Postal Code – Enter the international address as supplied to you.
Normally, the Postal Code would be entered on the same line as the city.
Examples:
Cheng Li
7-301 Houji
Middle of JiangNan Road
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Guang Zhou 510240
Guang Zhou
China P.R.C.
Bader H Al-Khalifia
c/o Aramco
Dhahram 31311
Saudi Arabia
3.4.10 Nation Codes [STVNATN]
Codes should only be added for non-US addresses.
3.4.11 Military Address
All domestic military mail must have a regular street style address.
Col. John Doe
Lowery Air Force Base
8205 East Sixth Avenue 405
Denver, CO 80234
Overseas military locations must contain the APO (Army Post Office) or FPO (Fleet Post
Office) designation along with a two-character “state” abbreviation of AE, AP or AA and
the zip code.
Enter the zip code in the zip code field. The APO and FPO will default into the City field.
The military “state” code (AA, AE or AP) will also default into the State field.
AA
AE
AP
for mail in the Americas other than Canada
for mail to Europe, the Middle East, Africa and Canada (090 through 098)
for mail destined to the Pacific (962 through 966)
SSGT. Jane Doe
Unit 2050 Box 4190
APO AP 96522-1215
3.4.12 Telephone numbers
The three digit area code must be entered into its field for all phone numbers including
the local areas. Enter the seven digit phone number without a hyphen. If an extension is
provided, enter only the digits of the extension in the extension field. Do not enter EXT
or X into the extension field. See Appendix 3 for a list of phone types. To any phone type
you may attach any address type as primary.
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3.4.13 International telephone numbers
International telephone numbers consist of four to seven digits. Only access codes should
be entered into the “international” field. These numbers should include the country and
city codes as part of the international access code field. The country code consists of one
to four digits and is required. The city code consists of one to three digits. Not all
countries utilize city codes. The city code is often reported with a leading 0. Do not enter
the 0. The phone number itself goes into the regular phone number field.
The North American Numbering Plan (NANP) is an agreement among many North
American countries (but not Mexico) which establishes a procedure whereby
international numbers can be dialed in a manner similar to traditional US procedures (1 +
area code). The country code for all NANP countries is 1. The following countries are
considered to be part of the NANP and can be dialed using 1 + the three digit area code.
Any phone numbers from NANP countries can be entered into the domestic phone
number field in the Banner system.
3.5
Country
Anquilla
Antigua
Bahamas
Barbados
Area Code
264
268
242
246
Barbuda
Bermuda
British Virgin Islands
Canada
Cayman Islands
Dominica
Dominican Republic
Grenada
268
441
284
Multiple
345
767
809
473
Country
Guam
Jamaica
Montserrat
Northern Marianas Islands
(Saipan, Rota & Trinian)
Puerto Rico
St Kitts/Nevis
St. Lucia
St. Vincent and Grenadines
Trinidad and Tobago
Turks and Caicos Islands
US Virgin Islands
Area Code
671
876
664
671
787
869
758
784
868
649
340
Email [GTVEMAL]
An entity (person or non-person) may have multiple email addresses within the Banner
system. The Xavier email address is the preferred email address. It should be the same as
the address provided through the Luminus portal.
Email addresses should be accurate and reflect the most recent data received. When
adding a new email address of the same type, the previous should be end-dated and the
new address added. Unless making a correction due to an initial entry error, do not
change or delete the prior email address.
At least one email address should be marked as “preferred” if any is present. By default,
mark the XU email address, if it is present. An XU email must never be marked as
“display on Web” as this would permit its change.
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Data Standards
If the email address is a URL enter only the URL itself and check the URL box. There is
no need to include “http://,” however for secure sites it is necessary to include the
prefix “https://.”
CODE
XU
ALIS
HOME
BUSN
URL
VNDR
3.6
DESCRIPTION
Xavier email address
XU email alias
Personal email address
Business email address
Used when email address is a URL. Set flag.
Used by accounts payable for notification of
direct deposit
Date Standards
Dates are to be entered in the format of mmddyyyy. All dates will be displayed and
stored as dd-mmm-yyyy. A search on date must be in the form dd-mmm-yyyy.
Example:
Enter
01171993
11011992
3.7
Displayed as
17-JAN-1993
01-NOV-1992
Birth Date Standards
Enter the date of birth according to the Date Standards. If no birth date is given, leave it
blank. Approximate birth dates, if known, should be placed in a comment field. An
employee or current student making a date of birth change request must present a birth
certificate. The person must present an original birth certificate to either Human
Resources or the Office of the University Registrar or, in the case of student employees,
to Student Employment.
3.8
Confidential Information Indicator Standards
This field will be left blank unless a student requests the Registrar to NOT release any
Directory Information (see Privacy Rights in catalog) at which time this box will be
checked. If checked, no Directory Information will be publicly released per FERPA.
3.9
Citizenship Type Standards [STVCITZ]
Code
P
Description
Permanent Resident/ Res. Alien
N
Non-resident Alien
Xavier University
Explanation
A person who is not a citizen or national of the United
States and who has been lawfully admitted for permanent
residence.
A person who is not a citizen or national of the United
States.
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3.10
Code
A
Description
U.S. Citizen
R
U
Refugee
Unknown
Gender Code Standards
Code
F
M
N
3.11
Explanation
A citizen of the Unites States, owing service to it, and
having attendant political rights.
A person who has refugee or asylee status
Description
Female
Male
Unknown
Ethni/Race Code Standards- Current
Mandatory reporting of Ethnicity and Race under new system begin with Fall 2010.
Ethnicity is collected separately from race. In both cases, the categories are determined
by the current government standards. The default value is blank. It is not permitted to
assign a value to anyone. These must be self-reported.
Every person, including non-resident aliens, may be assigned a race or ethnic code.
However, be aware that non-resident aliens are typically excluded when reporting the
ethnic composition of constituents such as the student body.
Ethnicity: Hispanic or Latino: A person of Cuban, Mexican, Puerto Rican, South or
Central American, or other Spanish culture or origin, regardless of race.
Choice of “Hispanic or Latino” or “Not Hispanic or Latino” as well as “None”.
Race: more than one can be recorded
Code
Description
Federal Definition
1
American Indian or A person having origins in any of the original peoples of North
Alaskan Native
and South America (including Central America), and who
maintains tribal affiliation or community attachment.
2
Asian
A person having origins in any of the original peoples of the
Far East, Southeast Asia, or the Indian subcontinent, including,
for example, Cambodia, China, India, Japan, Korea, Malaysia,
Pakistan, the Philippine Islands, Thailand, and Vietnam.
3
Black or African
A person having origins in any of the black racial groups of
American
Africa.
4
Native Hawaiian or A person having origins in any of the original peoples of
Other Pacific
Hawaii, Guam, Samoa, or other Pacific Islands
Islander
5
White
A person having origins in any of the original peoples of
Europe, the Middle East, or North Africa.
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Data Standards
See below for sample screen
INB form (SPAPERS, biographical tab on SPAIDEN or PPAIDEN or APAIDEN, etc)
o
Old Ethnicity field
o
New Ethnicity fields
3.12
Ethnic Code Standards-Prior to Fall 2010 [STVETHN]
The categories are determined by the current government standards. The default value is
blank. Every person, including non-resident aliens, may be assigned an ethnic code.
However, be aware that non-resident aliens are typically excluded when reporting the
ethnic composition of constituents such as the student body.
Code
1
2
Xavier University
Description
Black, Non-Hispanic
American Indian/ Alaskan
Native
Explanation
A person having origins in any of the black
racial groups of Africa
A person having origins in any of the
original peoples of North America or who
maintain cultural identification through
tribal affiliation or community recognition.
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Code
3.13
3
Description
Asian or Pacific Islander
4
Hispanic
5
Caucasian/Non- Hispanic
6
7
8
Other
Refused
Unknown
Explanation
A person having origins in any of the
original peoples of the Far East or
Southeast Asia. This includes people from
China, Japan, Korea, and Vietnam.
A person of Puerto Rican, Cuban, Central
or South America, or other Spanish culture
or origin, regardless of race.
A person having origins in any of the
original peoples of Europe, North Africa,
or the Middle East (except those of
Hispanic origin).
Marital Code Standards [STVMRTL]
When needed by Student Financial Aid and/or Human Resources, the following codes
will be used:
Code
3.14
D
Description
Divorced
M
P
S
R
U
W
Married
Partnered
Single
Refused
Unknown
Widowed/Widower
X
Separated
Explanation
Once married, legally divorced and both
living
Legally married
Living together but not legally married
Never legally married
Refused
Unknown
Once married, but no longer and only one
living
Legally married but living apart
Religion Code Standards [STVRELG]
Code
BP
BU
CC
CG
DC
EP
HI
IS
JE
LT
MT
NR
Xavier University
Description
Baptist
Buddhist
Church of Christ
Congregational
Disciples of Christ
Episcopalian/Anglican
Hindu
Islam
Jewish
Lutheran
Methodist
No religion
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Code
OC
ON
OP
OR
PR
RC
RF
UN
3.15
Description
Other Christian
Other non-christian
Other Protestant
Orthodox Catholic
Presbyterian
Roman Catholic
Refused
Unitarian
Legacy Code Standards [STVLGCY]
Code
A
B
C
E
F
G
M
P
S
U
X
Z
Description
Aunt
Brother
Cousin
Edgecliff
Father
Grandparent
Mother
Parents
Sister
Uncle
Multiple
Edgecliff and Xavier
.
3.16
Veteran Information [STVVETC]
Sources of aid (chapters) should be associated with this validation table.
Code
(Blank)
3.17
Description
Non-veteran
Explanation
Deceased Information
Prompt attention is important so future mailings from the University offices are
discontinued. Deceased status must be verified information, not just perceived
information. Remember that all processing stops.
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Data Standards
All population selections for communication purposes must search for, and exclude,
deceased persons. Set end-date to death date (preferred) or current date if not known.
An annual review of, and end dating of, addresses for deceased persons will be
conducted.
If you receive notification that a person has passed away, check the General Person
screen GUASYST to see which Banner applications track this person.
By email, notify the contact person for each Banner application previously identified.
Include
Name of Person
Banner ID
Date of death (if known)
Source of information
Enter ‘Y’ if the employee/student is deceased. Update the date of death, if known. If a
date of death is entered, the deceased flag is set. Deceased information should be
maintained using the same guidelines as name changes. Refer to the Data Change Rules
section of this document.
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APPENDIX 1 – Prefixes, Suffixes and Salutations
TITLE
Academics
PREFIX
(envelope)
professor
Professor Joseph Stone
associate professor
assistant professor
same as above
same as above
chancellor, university
Dr./Mr./Mrs./Ms. Jane Stone
chaplain
The Reverend Joseph Stone
dean, college or university
Dean Joseph Stone or
Dr. Jane Stone
Dean, School of …
instructor
Mr./Mrs./Ms./Dr. Jane Stone
president
President Jane Stone or
Dr./Mr./Mrs./Ms. Jane Stone
president/priest
The Reverend Joseph Stone
President of …
SUFFIX
(envelope)
SALUTATION
(letter)
Dear Professor
Stone: or
Dear
Dr./Mr./Mrs./Ms.
Stone:
same as above
same as above
Dear Chancellor
Stone:
Dear Chaplain
Stone: or
Dear Mr./Ms. Stone:
or
Dear Father Stone:
Dear Dean Stone: or
Dear
Dr./Mr./Mrs./Ms.
Stone:
Dear
Dr./Mr./Mrs./Ms.
Stone:
Dear President
Stone: or
Dear
Dr./Mr./Mrs./Ms.
Stone:
Sir: or
Dear Father Stone:
Clerical & Religious Orders
abbott, Roman Catholic
archbishop, Roman Catholic
bishop, Roman Catholic
brotherhood, Roman
Catholic
brotherhood, superior
Cantor
cardinal
The Right Reverend Joseph Stone
Abbott of …
The Most Reverend Joseph Stone
Archbishop of …
The Most Reverend Joseph Stone
Bishop of …
Brother Joseph Stone
Brother Joseph
Superior
Cantor Jane Stone
His Eminence
Joseph Cardinal Stone
monsignor, Roman Catholic
(domestic prelate)
The Right Reverend
Monsignor Joseph Stone
papal chamberlain
Roman Catholic
The Very Reverend
Monsignor Joseph Stone
Xavier University
Right Reverend
Abbott: or
Dear Father Abbott:
Your Excellency:
Your Excellency: or
Dear Bishop Stone:
Dear Brother: or
Dear Brother
Joseph:
Dear Brother
Joseph:
Dear Cantor Stone:
Your Eminence:
Right Reverend
Monsignor: or
Dear Monsignor: or
Dear Monsignor
Stone:
Very Reverend and
Dear Monsignor
Stone:
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Dear Father: or
Dear Father Stone:
Dear Rabbi Stone:
Jane Stone,
Rabbi
Rabbi Jane Stone or
or
D.D.
Dear Dr. Stone:
Dear Sister: or
sisterhood, Roman Catholic
Sister Mary Jane
Dear Sister Jane:
Reverend Mother: or
The Reverend
sisterhood, superior
Dear Reverend
Mother Superior
Mother:
For religious who are other than Roman Catholic, please see a recent copy of The Professional Secretary's
Handbook
priest, Roman Catholic
The Reverend Joseph Stone
Military (officer ranks)
(Use prefix, name, and suffix for all military ranks; officer and enlisted.)
USA = United States Army
USAF = United States Air Force
USCG = United States Coast Guard
USMC = United States Marine Corp.
USN = United States Navy
TITLE
commander
PREFIX
ADM Lee Stone,
Brig Gen Lee Stone,
BG Lee Stone,
BGen Lee Stone,
Capt Lee Stone,
CPT Lee Stone,
CAPT Lee Stone,
CWO Lee Stone,
Col Lee Stone,
COL Lee Stone,
CDR Lee Stone,
SUFFIX
USCG/USN
USAF
USA
USMC
USAF/USMC
USA
USCG/USN
USAF/USA
USAF/USMC
USA
USCG/USN
Ensign
ENS Lee Stone,
USCG/USN
1st Lt Lee Stone,
1LT Lee Stone,
1st Lt Lee Stone,
Gen Lee Stone,
GEN Lee Stone,
USAF
USA
USMC
USAF/USMC
USA
LT Lee Stone,
USCG/USN
Lt Col Lee Stone,
LTC Lee Stone,
LtCol Lee Stone,
LCDR Lee Stone,
Lt Gen Lee Stone,
LTG Lee Stone,
LtGen Lee Stone,
USAF
USA
USMC
USCG/USN
USAF
USA
USMC
LTJG Lee Stone,
USCG/USN
Maj Lee Stone,
MAJ Lee Stone,
Maj Gen Lee Stone,
MG Lee Stone,
MajGen Lee Stone,
USAF/USMC
USA
USAF
USA
USMC
Admiral
brigadier general
Captain
chief warrant officer
Colonel
first lieutenant
General
lieutenant
lieutenant colonel
lieutenant commander
lieutenant general
lieutenant (junior grade)
Major
major general
Xavier University
SALUTATION
Dear Admiral Stone:
Dear General Stone:
Dear General Stone:
Dear General Stone:
Dear Captain Stone:
Dear Captain Stone:
Dear Captain Stone:
Dear Mr./Ms. Stone
Dear Colonel Stone:
Dear Colonel Stone:
Dear Commander Stone:
Dear Ensign Stone: or
Dear Mr./Ms. Stone
Dear Lt. Stone:
Dear Lt. Stone:
Dear Lt. Stone:
Dear General Stone:
Dear General Stone:
Dear Lt. Stone: or
Dear Mr./Ms. Stone
Dear Colonel Stone:
Dear Colonel Stone:
Dear Colonel Stone:
Dear Commander Stone:
Dear General Stone:
Dear General Stone:
Dear General Stone:
Dear Lt. Stone: or
Dear Mr./Ms. Stone
Dear Major Stone:
Dear Major Stone:
Dear General Stone:
Dear General Stone:
Dear General Stone:
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Data Standards
TITLE
rear admiral
vice admiral
Warrant officer
PREFIX
RADM Lee Stone,
2d Lt Lee Stone,
2LT Lee Stone,
2dLt Lee Stone,
VADM Lee Stone,
WO Lee Stone,
Cadet
Cadet Lee Stone
midshipman
Midshipman Lee Stone
Second lieutenant
Military (enlisted ranks)
Airman
airman basic
airman first class
chief petty officer
corporal
Gunnery sergeant
lance corporal
master sergeant
petty officer
Private
private first class
Seaman
Seaman first class
senior master sergeant
sergeant
sergeant major(this is a title,
not a rank)
specialist (could be 1-4)
staff sergeant
technical sergeant
SUFFIX
USCG/USN
USAF
USA
USMC
USCG/USN
USAF/USA
SALUTATION
Dear Admiral Stone:
Dear Lt. Stone:
Dear Lt. Stone:
Dear Lt. Stone:
Dear Admiral Stone:
Dear Mr./Ms. Stone
Dear Cadet Lee Stone:
or
Dear Mr./Ms. Stone
Dear Midshipman Stone:
or
Dear Mr./Ms. Stone
AMN Lee Stone,
AB Lee Stone,
A1C Lee Stone,
CPO Lee Stone,
CPL Lee Stone,
GySgt Lee Stone,
L/Cpl Lee Stone,
MSGT Lee Stone,
MSG Lee Stone,
PO Lee Stone,
PVT Lee Stone,
Pvt Lee Stone,
PFC Lee Stone,
SMN Lee Stone,
S1C Lee Stone,
SMSGT Lee Stone,
SGT Lee Stone,
SG Lee Stone,
USAF
USAF
USAF
USCG/USN
USA
USMC
USMC
USAF
USA
USCG/USN
USA
USMC
USA
USCG/USN
USCG/USN
USAF
USAF
USA
SGM / Sgt. Maj. Lee Stone,
USA/USMC
S4 Lee Stone,
SSGT Lee Stone,
SSG Lee Stone,
TSGT Lee Stone,
USA
USAF
USA
USAF
Dear Airman Stone:
Dear Airman Stone:
Dear Airman Stone:
Dear Mr./Ms. Stone
Dear Corporal Stone:
Dear Sergeant Stone:
Dear Corporal Stone:
Dear Sergeant Stone:
Dear Sergeant Stone:
Dear Mr./Ms. Stone:
Dear Private Stone:
Dear Private Stone:
Dear Private Stone:
Dear Seaman Stone:
Dear Seaman Stone:
Dear Sergeant Stone:
Dear Sergeant Stone:
Dear Sergeant Stone:
Dear Sergeant Major
Stone:
Dear Specialist Stone:
Dear Sergeant Stone:
Dear Sergeant Stone:
Dear Sergeant Stone:
Mr./Ms./Mrs. Jane Stone or
Jane Stone,
Attorney-at-law or
Esq.
Joseph Stone,
Jane Stone,
Jane Stone,
Joseph Stone,
Jane Stone,
DDS
MD
AP
AuD
DC
Dear Mr./Ms./Mrs.
Stone:
Dear Mr./Ms./Mrs.
Stone:
Dear Dr. Stone:
Dear Dr. Stone:
Dear Dr. Stone:
Dear Dr. Stone:
Dear Dr. Stone:
Joseph Stone,
DHm
Dear Dr. Stone:
Professions
attorney
Dentist
medical doctor
acupuncture physician
audiology doctorate
doctor of chiropractic
doctor of homeopathic
med.
Xavier University
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Data Standards
TITLE
doctor of medical
dentistry
doctor of osteopathy
doctor of oriental
medicine
doctor of podiatric
medicine
homeopathic medical
doctor
naturopathic doctor
naturopathic medical
doctor
doctor of optometry
oriental medicine doctor
doctor of psychology
doctor of pharmacy
veterinarian
PREFIX
SUFFIX
SALUTATION
Jane Stone,
DMD
Dear Dr. Stone:
Joseph Stone,
DO
Dear Dr. Stone:
Jane Stone,
DOM
Dear Dr. Stone:
Joseph Stone,
DPM
Dear Dr. Stone:
Jane Stone,
HMD
Dear Dr. Stone:
Joseph Stone,
ND
Dear Dr. Stone:
Jane Stone,
NMD
Dear Dr. Stone:
Joseph Stone,
Jane Stone,
Joseph Stone,
Joseph Stone,
Jane Stone,
OD
OMD
PsyD
PharmD
DVM
registered nurse
Joseph Stone,
RN
licensed practical nurse
Jane Stone,
LPN
Dear Dr. Stone:
Dear Dr. Stone:
Dear Dr. Stone:
Dear Dr. Stone:
Dear Dr. Stone:
Dear Mr./Ms./Mrs.
Stone:
Dear Mr./Ms./Mrs.
Stone:
Other Academic/Educational Degrees/Certifications
Joseph Stone,
EdD
Dear Dr. Stone:
Jane Stone,
PhD
Dear Dr. Stone:
Dear Mr./Ms./Mrs.
certified public accountant Joseph Stone,
CPA
Stone
Dear Mr./Ms./Mrs.
certified financial planner
Jane Stone,
CFP
Stone
doctor of education
doctor of philosophy
Family titles
Mr. Joseph Stone
Ms. Jane Stone
Mrs. Jane Stone
Joseph Stone,
Joseph Stone,
Joseph Stone,
Joseph Stone,
Joseph Stone,
Joseph Stone,
Joseph Stone,
Xavier University
Jr.
Sr.
I
II
III
IV
V
use 'Messrs.' if writing
to more than one
use 'Mses.' or 'Mss.' if
writing to multiples
use 'Mesdames' if
writing to more than
one
Dear Mr. Stone:
Dear Mr. Stone:
Dear Mr. Stone:
Dear Mr. Stone:
Dear Mr. Stone:
Dear Mr. Stone:
Dear Mr. Stone:
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Data Standards
estate of …
Mr. and Mrs.
Dr. and Mrs.
Dr. and Dr.
Dr. and Rev.
Honorable and Mrs.
Reverend and Mrs.
Other historical codes (do not use these anymore)
EST
M/M
D/M
D/D
D/R
H/M
R/M
For the proper form of address for a married couple where one spouse has a title, please see The
Professional Secretary's Handbook.
For the proper form of address for diplomats and federal, state, and local officials, please see a recent
copy of The Professional Secretary's Handbook. In general, use 'The Honorable' with the name and
include the person's title on the second line. Generally, the salutation is 'Mr./Ms./Mrs.' except use the
title for the attorney general, cabinet members, congressional committee chairs, supreme court justices,
governors, judges, the postmaster general, the president, secretary of state, senator, speaker of the
house, and vice president.
Some Commonly Used Religious Order Suffixes
Srs of the Blessed Virgin Mary
BVM
Srs of the Holy Cross
De La Salle Brothers
FSC
Immaculate Heart of Mary Rep.
Little Sisters of the Poor
LSP
Order of Franciscan Minors
Order of Preachers
OP
Sisters of Charity
Ursuline Nuns
OSU
Order of St Francis
Order of St Benedict
OSB
Sisters of Mercy
Srs of Charity of Nazareth
SCN
Franciscan Srs of the Poor
Society of Jesus
SJ
Society of Mary
Sisters of Notre Dame
SND
School Srs of Notre Dame
Divine Word Missionaries
SVD
Xavier University
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CSC
HM
OFM
OSC
OSF
RSM
SFP
SM
SSN
Data Standards
APPENDIX 2 - ADDRESS TYPES [STVATYP]
Code
BI
Description
Billing
B1
Billing 1
BO
Other Business
BU
Business
CA
Campus
**EM
Emergency
GR
HM
HO
LO
Grant Billing Address
Home Address
Other Home
Local Address
MA
**PA
Mailing
Parent – Primary
PB
PH
RH
Previous Business
Previous Home
Resident Housing
SE
Seasonal
ST
Seat
VC
Vendor – Check
VP
Vendor – Purchase
Order
XX
Reserved for
Xavier University
Explanation
Maintained by Bursar. Created if the billing address is
different from Home. Use to mail invoices and statements.
Maintained by Bursar. Created if the billing address is
different than the BL address such as when multiple parties
are responsible for payments. Used to mail invoices and
statements, primarily to third party contract entities.
Maintained by Advancement and HR to record, for example,
the primary business address of adjunct faculty.
Maintained by Bursar, Student, and/or Advancement . The
address where a person works off campus.
Maintained by Human Resources. The office location of an
employee. Official format is required as to which address
lines contain building, room and mailing location while
maintaining the integrity of the Banner address format.
DO NOT USE. System required. Emergency addresses are
stored elsewhere in Banner.
Used only by Grants Accounting Office.
Maintained by Human Resources, Student and Advancement.
Maintained by Human Resources, Student and Advancement.
An address that is neither home nor campus (residence hall).
Note: This is used for international students since the home
address is always maintained in their country of origin.
Held in reserve. No immediate plan for use.
DO NOT USE. System required. Maintained by Student and
to be used only by Admissions. The address appears only on
the student record.
DO NOT USE. This is for historical use only.
DO NOT USE. This is for historical use only.
For use by Residence Life only. Addresses are active only
during the current semester. They will have the following
form:
Xavier University ML xxxx
3800 Victory Parkway
Cincinnati, Ohio 45207
Maintained by Advancement. Stores seasonal (recurring)
addresses for people. During conversion, populated from
ADS.
Cintas seats for which the address is other than the preferred.
For use by Advancement only.
Maintained by Accounts Payable. Used to mail vendor
checks. Populated from FRS on conversion but not returnded
to CID.
Maintained by Purchasing. Used to mail Purchase Order and
Change Orders. Populated from FRS on conversion but not
returnded to CID.
Required reserved code for TGRFEED.
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TGRFEED only
Xavier University
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Data Standards
APPENDIX 3 - PHONE TYPES [STVTELE]
Code
BI
Billing
Address
Type
BI
B1
Billing 1
B1
BO
Other Business
BO
BU
Business
BU
CA
Campus
CA
CELL
** EMER
Cellular Phone
Emergency
** EM
FAX
GR
HM
Fax Number
Grant
Home Address Number
GR
HM
HO
Other Home
HO
LO
MA
Local Address Number
Mailing
LO
MA
**PA
PAGE
PB
PH
PR
Parent – Primary
Pager
Previous Business
Previous Home
Permanent
**PA
PV
SE
Previous
Seasonal
SE
ST
Seats
ST
SERV
Service Phone
VC
VP
Vendor – Check
Vendor – Purchase
Order
Reserved for
TGRFEED only
XX
Description
Xavier University
PB
PH
PR
VC
VP
Explanation
Maintained by Bursar. Created if the billing number is
different from Permanent.
Maintained by Bursar. Created if the billing address is
different from the BL address.
Maintained by Bursar, Student, and/or Advancement .
The address where a person works off campus. This
address is attached to a student, and is not the address of
a vendor or corporate entity.
Maintained by Bursar, Student, and/or Advancement .
The address where a person works off campus. This
address is attached to a student, and is not the address of
a vendor or corporate entity.
Maintained by Student, Bursar, Human Resources,
Campus Switchboard, and Residential Life.
Maintained by all offices
DO NOT USE. System required. Emergency phone
numbers are stored elsewhere in Banner.
Maintained by all offices.
Used only by grants accounting office.
Maintained by Human Resources, Student and
Advancement.
Maintained by Human Resources, Student and
Advancement.
See Local Address Type.
Maintained by Student and/or Advancement . A local
number or temporary number created if different from
Permanent.
DO NOT USE. System required.
Maintained by all offices.
DO NOT USE. For historical purposes only.
DO NOT USE. For historical purposes only.
Maintained by Accounts Receivable, Student,
Advancement , Human Resources and/or Financial Aid.
Every non-vendor record should have this number type.
Conversion only.
Maintained by Advancement and/or Student. Stores
seasonal (recurring) numbers for people.
Cintas seats for which the address is other than the
preferred. For use by Advancement only.
Maintained by Purchasing and Accounts Payable Office.
Used to contact vendors for service or product issues.
Maintained by Accounts Payable.
Maintained by Purchasing.
Required reserved code for TGRFEED.
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Xavier University
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Data Standards
Appendix 4 – Ohio County Codes [STVCNTY]
These codes are used exclusively by Financial Aid. There is no need for county codes of other
states.
Code
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Name
Adams
Allen
Ashland
Ashtabula
Athens
Auglaize
Belmont
Brown
Butler
Carroll
Champaign
Clark
Clermont
Clinton
Columbiana
Coshocton
Crawford
Cuyahoga
Darke
Defiance
Delaware
Erie
Fairfield
Fayette
Franklin
Fulton
Gallia
Geauga
Greene
Guernsey
Xavier University
Code
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
Name
Hamilton
Hancock
Hardin
Harrison
Henry
Highland
Hocking
Holmes
Huron
Jackson
Jefferson
Knox
Lake
Lawrence
Licking
Logan
Lorain
Lucas
Madison
Mahoning
Marion
Medina
Meigs
Mercer
Miami
Monroe
Montgomery
Morgan
Morrow
Muskingum
Code
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
Name
Noble
Ottawa
Paulding
Perry
Pickaway
Pike
Portage
Preble
Putnam
Richland
Ross
Sandusky
Scioto
Seneca
Shelby
Stark
Summit
Trumbull
Tuscarawas
Union
Van Wert
Vinton
Warren
Washington
Wayne
Williams
Wood
Wyandot
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Data Standards
4 Appendix 5 – UNIVERSITY RECORDS
By law, certain data is confidential and may not be released without proper authorization. Users
MUST adhere to any applicable federal and state laws as well as Xavier University policies and procedures
concerning storage, retention, use, release, and destruction of data. These policies are outlined in the Xavier
University catalog, under “Privacy Rights”.
Students’ records are protected by the Family Educational Rights and Privacy Act of 1974 (FERPA).
Access to these records is restricted to those with an “educational need to know” or those who have the
express consent of the student. This protection does not expire when a student leaves Xavier. In addition,
FERPA allows for certain information to be defined as “directory information”. This information may be
publicly released, unless the student requests nondisclosure (or “privacy hold”). At Xavier, “directory
information” includes; the student's name, all addresses (including email) and telephone listings, major
field of study, number of hours registered and full or part-time status, class standing (freshman, sophomore,
junior, senior, graduate), participation in officially recognized activities and sports, weight and height of
members of athletic teams, dates of attendance, degrees awarded and total hours earned, special honors and
awards, and the most recent previous educational agency or institution attended by the student.
Data is a vital asset owned by Xavier University. All institutional data, whether maintained in the
central database or copied into other data systems (e.g. personal computers) remains the property of Xavier
University. Access to data is not approved for use outside a user’s official Xavier University
responsibility. Data will be used only for legitimate Xavier University business. Information is not to be
distributed beyond a user’s office without authorization by the appropriate administrator or supervisor.
Distribution beyond the university requires permission of the corresponding data custodian(s).
Sensitive information which resides on desktop or portable machines should be encrypted or password
protected to prevent access and distribution.
As a general principle of access, the Xavier University data (regardless of who collects or maintains it)
will be shared among those employees whose work can be done more effectively by knowledge of such
information. Although Xavier University must protect the security and confidentiality of data, the
procedures that allow access to data must not unduly interfere with the efficient conduct of Xavier
University business. Individuals working remotely must take special care to maintain security. The
intended use is always temporary and must never be permanently stored.
All users must understand that data security and accuracy is every user’s responsibility. Users are
responsible for understanding all data elements that are used. If a user does not understand the meaning of
a data element, the user should consult his/her supervisor or the appropriate Data Custodian. Users MUST
protect all Xavier University data files from unauthorized use, disclosure, alteration, or destruction. Users
are responsible for the security, privacy, and management of data within their control. Users are
responsible for all transactions occurring during the use of their log-in identification (ID) and
password. Users are not to loan or share access codes with anyone. If it is found that a user is loaning
or sharing their access codes, he or she is subject to disciplinary action, up to/or including termination. No
global accounts will be permitted. However, departmental e-mail accounts may exist.
I, _____________________, hereby agree to preserve the confidentiality of any and all records that I
view or have access to during and after the course of my employment with Xavier University. I understand
that records may be confidential by virtue of the Family Educational Rights and Privacy Act and other
laws. Under these privacy laws, I may not disclose information about XU employees or XU students,
unless I am certain that a provision of the law allows disclosure in particular circumstances.
If in doubt about the confidentiality of any record or my ability to legally disclose information, I agree
to consult with my supervisor before disclosing any student or employee information.
This agreement is given in consideration of my continued employment at Xavier University. The terms
of the agreement remain in effect during and after my employment with Xavier University.
I affirm that I have read and understand the Data Standards Document and I will adhere to the data
standards of the University. I further affirm that it is my responsibility to be aware of future changes to the
Data Standards Document and to comply with those updated standards.
Xavier University
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Data Standards
SIGNED: _____________________________________ DATE: _______________
Xavier University
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Data Standards
Appendix 6- Letter Generation Tables
Entries in the tables associated with letter generation – GTVLETR, STVMATL and GTVPARA –
are coded according to administrative unit.
Office
Undergraduate Admissions
CAPS Admissions
MBA Admissions
Graduate Admissions
Advancement
Financial Aid
Finance
Student
Xavier University
Code
ADM_U_xxxx…
ADM_C_xxxx…
ADM_M_xxxx…
ADM_G_xxxx…
ADV_ xxxx…
FAA_ xxxx…
FIN_ xxxx…
STU_ xxxx…
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Data Standards
Appendix 7- Document History
Revision Record
Number
0.1
Date and Sections
4/3/03 All
Author
Ron DeSantis
Dick Pulskamp
Dick Pulskamp
0.6
4/25/03 Sections 1.1-1.5
5/9/2003 Sections 1.2,
1.5
5/16/2003 Sections 3.23.2.8
5/21/2003 Sections
3.2.9-3.14
5/30/2003 Chapter 3
0.7
6/4/03 Chapter 2
Dick Pulskamp
0.91
14 November 2003
RJP
0.92
29 November 2003
RJP
0.93
15 December 2003
RJP
0.94
18 December 2003
RJP
0.95
16 March 2004
RJP
0.951
25 March 2004
RJP
0.952
22 April 22, 2004
RJP
1.000
14 June 2004
RJP
1.001
21 June 2004
RJP
1.002
25 June 2004
RJP
1.003
1.004
9 June 2005
3 November 2006
RJP
RJP
0.2
0.3
0.4
0.5
Xavier University
Notes
Identify client as XAVIER UNIVERSITY,
add logos, etc.
Merged sections 1.3 and 1.4.
Dick Pulskamp
Dick Pulskamp
Added Section on Xavier addresses
Dick Pulskamp
Amended various sections of chapter 3 and
appendices.
Added list of satellite systems and data
custiodians.
Extensive modifications and additions
based on SLU model.
Changes throughout based on committee
comments.
Changes throughout based on committee
comments.
Changes throughout based on committee
comments.
Several small changes recommended by
AITC.
Changed Accounts Receivable to Bursar in
Appendices 2 and 3.
Modified Address Types to reflect
decisions of Project Lead Group made
April 16. Address types of BR, DP, OF, PR
have been deleted. Conversion related
notes are set in italic.
Updated name types, religion codes,
address types, and phone types. Deleted
veteran codes. Added language to section
3. Added names of some data owners and
data custodians to tables.
Added text to Section 1.5 paragraph 1.
Added material on handling duplicates.
Added name type CORR. Modified App. 5
Added name type DUPL. Added two
names to Data Custodians. Modified
BAARF to include WEBFocus.
Modified sections 3.1 and 3.3
Added further text to ethnic code
standards.
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Data Standards
Number
Date and Sections
29 October 2007
RJP
4 February 2008
31 March 2008
RJP
RJP
10 October 2008
27 July 2011
RJP
RJP
Xavier University
Author
Notes
Unknown gender code changed to N.
Change rules modified in section 2.
Address rules modified in 3.4.1 and 3.4.2.
Changed descriptions of address types.
Deleted B2, P1, P2, and RF address &
phone types. Marked EM (EMER) and PA
types as DO NOT USE.
Added R+ IDs, VNDR email type.
Updated Custodian list, added new
ethniticy/race guidelines
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